1. Scope of this policy
In this policy, “FlowClave”, “we”, “us”, and “our” refer to the operator of the FlowClave website and service. This policy applies to personal information we handle when you visit this website, book a workflow map, contact us, attend a meeting, or enter a pilot or customer relationship with us.
Customer documents processed within the FlowClave product are handled according to the agreed pilot or service configuration and terms. Before a pilot begins, we will document the relevant data flow, approved providers, access controls, and retention settings with the customer.
2. Information we collect
Depending on how you interact with us, we may collect:
- Contact and booking details, including your name, firm, role, email, phone, and anything you choose to tell us about the workflow you want to discuss when you schedule a call.
- Business and transaction details, such as your organisation, authority to act, contract, billing, and payment records if you proceed with a paid pilot or service.
- Communications, including messages, meeting notes, support requests, feedback, and complaint records.
- Basic website request information processed by our hosting and security providers to deliver and protect the site, such as IP address, browser or device type, requested page, and request time.
- Campaign and CTA measurement, including approved UTM campaign labels, the requested page path, an opaque campaign binding, and the stable placement label for a booking link.
This includes TFNs, identity documents, financial account details, health information, passwords, or confidential client records. We will arrange an approved channel if sample material is needed during scoping.
3. How we collect and use information
We usually collect information directly from you, including through our third-party scheduling provider, email, calls, meetings, and the documents you provide during a business relationship. We may also receive business contact details from a colleague or referral source where it is reasonable to do so.
We use personal information to:
- respond to enquiries and assess whether an engagement is a suitable fit;
- schedule and hold workflow-map conversations;
- configure, deliver, support, and administer pilots and services;
- manage contracts, billing, records, and our relationship with you;
- improve our website, product, workflows, and customer experience;
- measure which published campaigns lead to destination visits and booking intent;
- protect our systems, prevent misuse, and investigate security issues; and
- meet legal, regulatory, insurance, and dispute-resolution obligations.
4. When we disclose information
We may disclose personal information to service providers that help us operate the website, scheduling, communications, hosting, support, payments, and professional administration. Booking a workflow map takes you to a third-party scheduling service, whose own privacy terms also apply when you use it.
We may also disclose information to professional advisers, insurers, regulators, law enforcement, or other parties where authorised or required by law, or where reasonably necessary to establish, exercise, or defend legal claims. If our business is reorganised or transferred, information may be disclosed subject to appropriate confidentiality arrangements.
We do not sell personal information or disclose it for third-party advertising.
5. Overseas processing
Some providers may process personal information outside Australia, including our scheduling provider and some of its subprocessors. Provider locations can vary with the service and configuration in use. Contact us if you would like current information about the providers relevant to your information.
Where we arrange an external AI provider for a pilot, its location and the information it receives will be addressed in the pilot data flow and agreed configuration rather than assumed from this website policy.
6. Security and retention
We use administrative, technical, and physical safeguards appropriate to the nature of the information we hold. No internet transmission or storage system is completely secure, so we cannot guarantee absolute security.
We retain personal information only for as long as reasonably needed for the purposes described above, including to maintain business records and meet legal, accounting, insurance, or dispute requirements. We then delete or de-identify it where reasonably practicable and permitted by law. Retention periods can vary according to the type of record and the relationship.
7. Campaign measurement, cookies, and external links
The FlowClave landing site does not use advertising pixels or analytics cookies, and loads no third-party fonts, scripts, or trackers. When you follow a valid FlowClave campaign link, the site may send a data-minimized first-party event recording that the destination was observed, and then removes the campaign parameters from the address bar. If you activate a booking link, it may send a separate event recording the stable placement label and booking intent. The browser integration keeps only the opaque campaign binding and the time it was captured in the browser's session storage, so that the campaign attribution survives moving between pages of this site; it stores nothing else there, does not use cookies or local storage, and the entry is discarded when the browser session ends.
Metric payloads do not contain the full page URL, names, email addresses, phone numbers, form answers, cookies, advertising identifiers, or arbitrary page content. The opaque campaign binding is resolved by FlowClave to the relevant campaign, approved content version, publication, and channel. A click on a booking link is not treated as a booked meeting.
Our hosting infrastructure may use essential security and delivery mechanisms. When you follow a link to an external service, including the scheduling page, that service may collect information under its own privacy policy and terms.
8. Access, correction, and deletion requests
You may ask us to provide access to personal information we hold about you, correct information that is inaccurate or out of date, or delete information where it is no longer required. We may need to verify your identity before acting and may decline a request where a legal exception applies. If so, we will explain our decision where required.
Send your request to privacy@flowclave.com. There is no charge for making a request, although the law may permit a reasonable charge in limited circumstances for giving access.
9. Privacy questions and complaints
Contact us at privacy@flowclave.com with “Privacy” in the subject line. Please describe your concern and include enough information for us to investigate it. We will acknowledge your complaint, investigate it fairly, and respond within a reasonable time.
If you are not satisfied with our response, you may be able to complain to the Office of the Australian Information Commissioner.
10. Changes to this policy
We may update this policy as our services and information-handling practices change. The effective date at the top of this page shows when it was last updated. Material changes will be highlighted on this page or communicated directly where appropriate.